APHIS eFile

Guidance for Submitting a PPQ 585 Permit Application

Application for permit to import timber and timber products

Version 1.0

March 2022
2

WELCOME!

USDAAPHIS Plant Protection and Quarantine (PPQ) has a new option to submit PPQ 585 import

permit applications. This user guide will take you through the process of submitting a permit

application, and how to amend, renew, and cancel permits.

If you have not logged into APHIS eFile yet, please refer to the APHIS eFile First Time User Guide. 

If you’ve already gone through the first time user process and are an organization admin, refer to the 

APHIS eFile Organization Accounts User Guide.

For more APHIS eFile PPQ Form 585 support materials:

Check out our "How to" playlist on the APHIS YouTube Channel

Review this and other User Guides online on the APHIS eFile Training Page
3

I AM THE APPLICANT

Before you apply for your PPQ 585 permit application, there are several things to note when applying in eFile.

Permit Numbers:

• In eFile there are two different permit numbers:

1. System Generated Permit Record Number Example: P-00001234

• This number is the Record ID number that is autogenerated when a permit has been created. This is not a smart 

number, and does not represent the year, permit type, or any additional information.

2. APHIS Permit Number Example: 540-21-156-98493 

• This number will be on your permit and the number that CBP will reference when importing your articles into the U.S.

• The format of this number is: Permit Prefix-Calendar Year-Ordinal Day-Sequential Number

• The Program Prefix indicates the type of permit.
4

TABLE OF CONTENTS

Complete and Submit Your Application

Page 5

View Outcomes

Page 16

Amend Permit

Page 22

Renew Permit

Page 28

Cancel Permit

Page 34

Clone an Application 

Page 38
5

I AM THE APPLICANT

Step 1: Sign into APHIS eFile & Create a New 

Application

Page 6

Step 2: Identify Responsible Parties

Page 8

Step 3: Select Commodities

Page 11

Step 4: Upload Files

Page 13

Step 5: Certify and Submit Application

Page 14
6

Step 1: Sign into APHIS eFile & Create a New Application

Navigate to https://efile.aphis.usda.gov/s/ in Google Chrome, 

Firefox, Edge, or Safari (eFile is not supported by Internet 

Explorer).

Select Login and sign in using your eAuthentication username 

and password. If you are not eAuthenticated, select Create an 

Account and follow the steps to become eAuthenticated. You must 

be eAuthenticated to apply in APHIS eFile. 

Under the Ready to Apply section, select the PPQ-585 Application.

Select Get Started to begin your application. 

Note: If you have more than one account in APHIS eFile, use the 

drop-down to select your Sharing Organization. 

A B

C

D

C

B

D

A
7

Step 1: Sign into APHIS eFile & Create a New Application

E Read through the PPQ-585 application welcome pop-up and select Proceed to the PPQ 585 Application. 

E
8

Step 2: Identify Responsible Parties Responsible Party

Once you have created your new application, you will land on the Applicant/Permittee Contacts section of the application. In this 

section you will identify the responsible parties for your import commodity(ies). 

Types of responsible parties include:

Applicant – The individual is who is applying for a PPQ permit.

Permittee – The individual who is the permit holder or responsible party and whose name will be on the permit. 
9

Step 2: Identify Responsible Parties Responsible Party

Applicant Information

Confirm that your information on your Contact Card is up to date. If you are a first-time user, you may need to 

provide additional contact information such as your business and/or mailing address and phone number.

 To update your contact information, select Edit, then update the information in the appropriate fields.

Answer the required question, “Will you be the Permittee?” to indicate whether you will be the permit holder.

 If you select No, you will need to provide the Permittee’s contact information in an additional section of the page.

Note: that to provide company information, input your company name into the Organization field on the contact.

A

B

A

A

B
10

Step 2: Identify Responsible Parties Responsible Party

Permittee Details

Please note you will only see this section if you, the applicant, have 

indicated that you will not be the permit holder. If you are a first-time 

user, you will need to create a new Permittee contact. 

Use the Contact Card section to select the Permittee.

Answer the required question, “What is your relationship to the 

permittee?”. If you select “Other”, enter a response in the 

Relationship Explanation required field.

Select Add New File to attach supporting documentation, such as a 

Power of Attorney Agreement, to prove that you have permission 

from the Permittee to fill out and submit this application on their 

behalf.

Note: It is not required for you to upload supporting documentation.

F

If this is a contact you 

have never used before, 

select Create New 

Contact.

G F

Review the certification statement 

and then select the checkbox.

H

G
11

Step 3: Select Commodities Commodities

Find and Add Commodities

Select the Timber Type. 

Answer the question, How much bark will be included?

Find a commodity by typing the common or scientific name into 

the lookup. Select it when it displays. If the commodity you are 

searching for is not in the list, select the Not found using 

common or scientific name checkbox and enter the “Other” 

commodity name. 

Note: If you add a “Other” commodity it may delay the 

processing of your application. 

Enter the Country of Origin of the article(s) you wish to import 

into the lookup and select it when it displays.

Select Add to Application.

Note: All country and article combinations of your 

selections will display in the selected articles table. 

A

B

C

D

A

E

B

C

D

E

You can add multiple 

countries per commodity to 

your application at one time. 
12

Step 3: Select Commodities Commodities

Review and Refine Application Commodities

Review the Application Commodities table. This lists the commodities that will be submitted as part of your application. 

• When you are done reviewing the application commodities, select Save and Next. 

Use the trashcan 

icon to delete a 

single article 

from the table.

Select the arrow 

associated with a 

column header to 

sort alphabetically.

Remove multiple articles 

at once by selecting the 

associated checkboxes 

and then Remove 

Selection(s) from 

Application button.

F

F
13

Step 4: Upload Files Documents

Document Details

In certain instances, you can upload files to supplement your application. This file upload is an optional step. If you do not have any 

files to add, you can click the checkmark to indicate that you have no additional documentation.

• Select Add New File to attach supporting documentation such as a SOPs, technical documentation, pictures of commodities, etc. 

• If you don’t have any files to upload, select the I don’t have any files to upload checkmark.

Note: It is not required for you to upload supporting documentation.

A

B

B

A
14

Step 5: Certify & Submit Certify & Submit

Confirm Information and Accept Regulations

Review the Applicant/Permittee Contacts and 

Commodities sections to confirm your information is 

correct.

Review the certification statements and select both 

of the “I hereby certify...” checkboxes.

Note: To see allowed imports and conditions, check 

ACIR at https://acir.aphis.usda.gov/s/. 

Once you have confirmed all data is correct, select 

Submit Application.

Note: Once you have submitted your application, you 

cannot make any changes.

A

B

C

Use the Edit button to 

update information in the 

appropriate sections.

A

B

C
15

Submission Confirmation

Congratulations! You have submitted your application. You will receive an email from APHIS eFile once your application has been 

processed. At that point you can view your application outcomes. You will also receive an email whenever a Permit or Letter is 

issued. 

Note: Check your junk mailbox if you don’t see an email from aphis.efile@usda.gov in your inbox.

Add the APHIS eFile emails 

aphis.efile@usda.gov and 

support@salesforce.com to your 

address book to prevent any 

automatic emails are not sent to junk.

Select Download 

Application PDF to 

save a PDF copy of 

your application.
16

VIEW OUTCOMES

Pending APHIS Review

Page 18

Permits

Page 19

No Permit Required

Page 20

Prohibited

Page 21
17

View Outcomes

Your application has been processed and each application line item, or articlecountry combination, has been sorted to its appropriate outcome category. The 

different outcome categories include:

• Pending APHIS Review

• Permits

• No Permit Required

• Prohibited

The next pages review what each Outcome section means and any actions you can 

or should take.
18

View Outcomes – Pending APHIS Review

Pending APHIS Review

Application line items that require additional APHIS review will appear in the Pending APHIS Review section. You do not need to 

take any action on the items in this section. 
19

View Outcomes – Permits 

Permits

Issued permits will appear in the Permits section. Please note one application may result in multiple permits.

• Select View Permit PDF to see your issued permit and conditions. 

Note: If any commodities from this application still require APHIS review and are later approved by APHIS, 

you will receive additional permits for those articles. 

A

A
20

View Outcomes – No Permit Required

No Permit Required

Articles that are allowed for importation and do not require a permit will appear in the No Permit Required section. 

You will receive a letter that states you do not require a permit for these articles. To view the letter:

• Select View Letter PDF

Note: At this point a letter has been issued and does not require further review by APHIS.

A

A
21

View Outcomes – Prohibited 

Prohibited

Articles that are not allowed for importation will appear in this section. You will receive a letter that states that these 

articles are inadmissible. The letter may contain additional information regarding allowed importation with a 

Compliance Agreement. To view the letter:

A• Select View Letter PDF

A
22

AMEND PERMIT

Step 1: Navigate to My Activity Page and 

Search for your Permit

Page 23

Step 2: Amend Permit

Page 24

Step 3: Edit or update application information 

Page 25

Step 4: Certify & Submit your amendment application

Page 26
23

Step 1: Navigate to My Activity page and search for your Permit

Navigate to My Activity Page.

Search for your permit by using the search bar or the filters on the left. 

A

A You can search for 

your permit number 

using P- or 5XXnumbers

B B

B
24

Step 2: Amend Permit

Select the dropdown arrow in the Permit card and select Amend Permit.

Select I Understand & Continue. 

A

A

B

B
25

Step 3: Edit or Update Application Information 

After selecting I Understand & Continue, your original permit application will be copied, and you will be directed to the first 

section of the application. You can edit your address information and delete or add commodities to your application by going to 

the Commodities section.

A

Please note you cannot 

change the permittee. 

Submit a new application if 

the permittee has changed.
26

Step 4: Certify & Submit Amendment Application

Review the sections to confirm your information is 

correct.

Enter your Amendment Reason in the free-text field. 

Review the certification statements and select both 

of the “I hereby certify...” checkboxes.

Note: To see allowed imports and conditions, check 

ACIR at https://acir.aphis.usda.gov/s/. 

Once you have confirmed all data is correct, select 

Submit Application.

Note: Once you have submitted your application, you 

cannot make any changes.

A

B

C

A

Use the Edit button to 

update information in 

the appropriate 

sections.

D

C

B

D
27

Submission Confirmation

Congratulations! You have submitted your amendment application. You will receive an email from APHIS eFile once your application

has been processed. At that point you can view your application outcomes. You will also receive an email whenever a Permit or Letter 

is issued. 

Note: Check your junk mailbox if you don’t see an email from aphis.efile@usda.gov in your inbox.

Add the APHIS eFile emails 

aphis.efile@usda.gov and 

support@salesforce.com to 

your address book to prevent 

any automatic emails are not 

sent to junk.

Select Download 

Application PDF 

to save a PDF copy 

of your application.
28

RENEW PERMIT

Step 1: Navigate to My Activity Page and 

Search for your Permit

Page 29

Step 2: Renew Permit

Page 30

Step 3: Review Application Information

Page 31

Step 4: Certify & Submit Renewal Application

Page 32
29

Step 1: Navigate to My Activity page and search for your Permit

Navigate to My Activity Page.

Search for your permit by using the search bar or the filters on the left. 

A

B

You can search for 

your permit number 

using P- or 5XXnumbers

B B

A
30

Step 2: Select Renew Permit

Select the dropdown arrow next to the Permit card and select Renew Permit.

Select I understand & Continue. 

A

A

B

A
31

Step 3: Review Application Information 

After selecting I Understand & Continue, your original permit application will be copied, and you will be navigated to the first 

section of the application. Review the information on your application to ensure it’s accurate. You can edit your address 

information and delete or add commodities to your application by going to the Commodities section.

A

Please note you cannot 

change the permittee. 

Submit a new application if 

the permittee has changed.
32

Step 4: Certify & Submit Renewal Application

Review the sections to confirm your information is 

correct.

Review the certification statements and select both 

of the “I hereby certify...” checkboxes.

Note: To see allowed imports and conditions, check 

ACIR at https://acir.aphis.usda.gov/s/. 

Once you have confirmed all data is correct, select 

Submit Application.

Note: Once you have submitted your application, you 

cannot make any changes.

A

B

C

Use the Edit button to 

update information in 

the appropriate 

sections.

A

B

C
33

Submission Confirmation

Congratulations! You have submitted your renewal application. You will receive an email from APHIS eFile once your application has 

been processed. At that point you can view your application outcomes. You will also receive an email whenever a Permit or Letter is 

issued. 

Note: Check your junk mailbox if you don’t see an email from aphis.efile@usda.gov in your inbox.

Add the APHIS eFile emails 

aphis.efile@usda.gov and 

support@salesforce.com to 

your address book to prevent 

any automatic emails are not 

sent to junk.

Select Download 

Application PDF 

to save a PDF copy 

of your application.
34

CANCEL PERMIT

Step 1: Navigate to My Activity Page and Search for your Permit

Page 35

Step 2: Cancel Permit, Add Explanation, and Submit

Page 36
35

Step 1: Navigate to My Activity page and search for your Permit

Navigate to My Activity Page.

Search for your permit by using the search bar or the filters on the left. 

A

B

You can search for 

your permit number 

using P- or 5XXnumbers

B B

A
36

Step 2: Cancel Permit, Add Explanation, and Submit

Select the dropdown arrow next to the Permit card and select Cancel Permit.

Enter the reasoning behind your permit cancellation request in the Explanation field and select Submit.

A

A

A

B
37

After Cancelling Your Permit

Your permit cancellation request will be reviewed by APHIS. Once it has been reviewed and approved by APHIS you will see a 

cancellation banner on the permit details page.
38

Cloning an Application 

Before you decide to cloned an application, it is important to note that applications MUST be cloned from the application detail page or the My Activity page. 

As an applicant, you can clone applications in statuses except for applications in “Draft” status. All new, cloned applications will have an application 

status of Draft, an application type of New Application, and the Initial Application field will be populated with the A-000 number the cloned application was 

copied from. 

Applications can be cloned from the following statuses:

• Submitted

• Processed

• Applicant Action Required

• Pending Aphis Review

Items that will be cloned and added to the new draft application: 

• Applicant/Permittee Contacts

• Application details

• Application line items

Items that will NOT be cloned to the new draft application: 

• Application PDFs - any attachments related to the application 
39

Cloning an Application 

After logging into eFile, navigate to My Activity page and 

search for the application you want to clone. 

Select Clone Application.

Note: You will automatically be taken to a draft application after 

you select the Clone Application button. The application 

sections will have information on it from the previous 

application and you will be able to modify these as needed. 

Note: If you would like to view the application details before you 

clone, select View Details. You will be able to clone the 

application from the Details page as well. 

A

B

A

B

A
40

APPENDIX

System Setup

• Compatible browser – For the best user experience, please use 

Google Chrome. Other available browsers include Firefox, Safari, and 

Edge. eFile is NOT supported by Internet Explorer.

• Emails – Add the APHIS eFile email at aphis.efile@usda.gov and 

support@salesforce.com to your address book so that any automatic 

emails are not sent to junk

• Zoom –100%

Contact

If you require assistance with your applications, please contact:

PPQ Permit Services

(301) 851 2046

Wood.permits@usda.gov

If you require technical assistance, please contact:

Help Desk

help@usda.gov